IASF Event Producers — Project Dashboard

Worlds EP registration system · Airtable base IASF - Event Producers

Status snapshot: July 26, 2026 (v2 — pipeline restructure) · maintained by Hanako

🗺️ The Flow — step-by-step walkthrough, EP view & Marcy view side by side →

💬 Marcy — ask your Claude anything about this system

Open Claude and paste:

Read https://iasf-dev-hq.pages.dev/handbook.md and answer my questions about the IASF EP system.

The handbook is the full written guide behind this page — system outline, everything done, everything remaining, and how-tos. For live data questions ("what stage is X at?"), connect your Airtable account to Claude (Settings → Connectors) and ask against the base directly.

The pipeline (per application year, on Applications — restructured July 26)

Link Sent (date on EP)→ For Review→ Approved→ Privilege Sent→ Privilege Returned ✓

Dashed = set automatically on form submission. Each year's application carries its own status, so an EP can be Privilege Returned for 2027 while For Review for 2028 — see the EP's 2027 Stage / 2028 Stage columns. Privilege Returned = confirmed for Worlds. Full walkthrough: flow page.

automations live

3 updated drafts await your click

build items remaining

next: apply restructure in UI

~20

bid-count conflicts to review

letter ≠ Airtable, not overwritten

EPs must confirm dates

wrong-event dates were cleared

🎯 Marcy — your next steps

Send Hanako the privilege letter template + the merge-field list (EP name, event, bids, dates…). This unblocks the privilege-letter automation — the biggest remaining build.
Confirm real 2026/2027 event dates with 13 EPs — their dates were cleared because they were another event's dates (list in handbook §3).
Review the ~20 bid-count conflicts with Hanako — decide letter vs. Airtable for each.
Keep running the normal cycle — the system is live and doesn't wait on the above.
⚠️ Always send returning EPs their prefilled link, never the blank form — the blank form creates duplicate records.

✅ Done

DONEBase architecture live — 5 tables, prefill loop, flags, bid math
DONEPipeline stages renamed & verified rename-safe
DONEPeople Upsert script live (Jun 3) — replaced 2 old automations, Contact 2 bug fixed
DONEConflict Flags writing cleanly (flag options added)
DONERegistration playbook + technical reference written
DONEMake Formstack bridge repaired ×2 (Jul) — OAuth + InauguralYear mapping
DONEHistorical bid counts uploaded from privilege letters (Jul 16) — 37 filled, ~45 matched
DONE4-year event-dates audit — 6 events corrected & push-ready
DONEJul 26: pipeline moved to per-year Applications — 2027/2028 stages side by side, AppSent stamps, Ready-for-2028-link flag, per-app StageLog; 12 apps backfilled

🔧 Remaining

TO DOHanako: apply restructure in Airtable UI (3 automation Updates, Stage Log on/off, "Privilege Returned" option, outreach view)
BLOCKEDPrivilege-letter automation — needs Marcy's template
TO DORostering-system "setup complete" indicator on applications — design pending
TO DOLicence/police-check validity aid (stage-3 review is manual today)
TO DODuplicate-prevention design (blank-form vector)
TO DOSeason roll-forward guide
TO DOInterface cleanup — dead For Review pages out, purpose-built set in
TO DORetire Formstack + Make bridge → Airtable forms only
MARCY~20 bid-count conflicts · 13 EP date confirmations
TO DOBids still empty where no letter is on file (~12+ applications)

📋 How to use the system (daily)

Send the link — Send Pre-filled Forms page → click Send. Stage auto-sets to Application Sent.
Submission arrives — all automatic: Application created, EP refreshed, contacts synced, flags computed.
Review — work the flags, check the suggested bid math, type the granted bids by hand (that's intentional), set Approved.
Privilege paperwork — send letter + agreement (manual for now); signed return = Privilege Returned = confirmed for Worlds.

⚠️ The old 2027 / 2028 For Review interfaces are dead — don't use them. Airtable links need your Airtable login.